Hiring an Estate Manager: What Private Families Should Look For

By Kateryna Zubko · Founder & CEO, Merlo Private Staffing

An Estate Manager is often responsible for much more than property maintenance. In a complex private environment, the role may combine team leadership, budgets, contractors, renovations, security coordination, travel between residences and the day-to-day execution of a principal’s standards. The right hire therefore needs operational depth as well as exceptional judgement.

Start with the scope of the estate

A single residence, seasonal estate and international portfolio require very different levels of experience. Define the number of properties, team size, travel expectations, renovation activity, budget responsibility, reporting lines and the extent to which the Estate Manager will act autonomously.

Look for evidence of leadership

Senior private estate roles require the ability to recruit, organise and retain household teams while setting clear service standards. Ask for concrete examples of team structures managed, performance issues resolved, schedules introduced and improvements made to daily operations.

Test operational and financial discipline

An experienced Estate Manager should be comfortable with suppliers, preventive maintenance, projects, invoices and budgets. For larger portfolios, reporting and cost control become particularly important. The candidate should be able to explain the systems used to keep multiple workstreams visible and accountable.

Evaluate renovation and project experience where relevant

If properties are undergoing refurbishment or construction, clarify the candidate’s previous involvement with architects, designers, contractors and project managers. Estate management experience does not automatically mean major-project experience, so this should be assessed separately.

Prioritise discretion and calm judgement

Estate Managers frequently hold sensitive information and may be required to make decisions without constant direction. The strongest candidates combine confidentiality with measured judgement, anticipate issues and know when a matter needs escalation to the principal or family office.

Check compatibility with the principal and existing team

The role often sits between the principal, household staff and external advisers. Communication style and authority therefore matter. A technically strong candidate who cannot adapt to the culture of the estate may struggle to create the stability the position is intended to provide.

For senior estate roles, the best candidate is not necessarily the person with the longest CV. It is the person who can translate the principal’s standards into consistent, discreet and accountable operations.